Encrypted employee records, e-signed contracts, document and right-to-work expiry, ACAS-aligned discipline, holiday entitlement and employee self-service - with a subject-access export and right-to-erasure built in. And because it is the same platform you recruit, train, schedule and clock people on, the record is entered once and shared everywhere.
Each one costs UK operators hours, ratings, insurance excess or worse. Each one disappears when the human resources management becomes digital.
Cost:Nobody can answer "show me their contract, start date and next of kin" without a hunt, three versions disagree, and the leaver's file is never closed off.
Fixed:One employee record per person - personal, employment, emergency, documents, absence, holiday, discipline and training on tabbed screens, scoped to the business and the manager's groups.
Cost:One lost laptop or shared link is an ICO-reportable breach of special-category data, and you can't prove who saw what.
Fixed:Names, address, date of birth, NI and passport numbers, contact details, bank account and Article-9 medical data are encrypted at rest, decrypted only where needed, with every access on an audit trail.
Cost:A start date slips while a wet signature is chased, and when terms are challenged nobody can prove what was agreed or when.
Fixed:Issue a contract from a template, send a secure signing link, capture an e-signature with date and IP, counter-sign as the employer, and keep every superseded version with the current one flagged.
Cost:Warnings with no expiry, no record that the right to be accompanied was offered, no investigation trail - and a case you can't defend at tribunal.
Fixed:ACAS-aligned records - informal through to dismissal and appeal, warning expiry tracked and auto-processed, right-to-be-accompanied and investigation logged, appeals heard and recorded, a PDF for the file.
Cost:Carry-over disputes, two people off on the same shift, and statutory-entitlement mistakes you only find at year end.
Fixed:A holiday-year accrual engine that does the maths - FTE pro-rata for part-timers, long-service bonus, bank holidays handled by region, TOIL and lieu days, compulsory-shutdown deductions, carry-over with an expiry and a projected year-end balance - not a spreadsheet you reconcile by hand.
Cost:Someone is working without a valid visa or an expired certificate, and the first you hear of it is an audit or an enforcement visit.
Fixed:Typed documents with an expiry and a 30-day warning, a right-to-work status on the record, confidential-document flags, and employee self-upload with manager review before anything is filed.
Cost:The same person set up three or four times, details that disagree between systems, and hours wasted on data entry instead of people.
Fixed:A hire from Recruitment becomes an HR record carrying their name, contact and start date; the people and positions you hold in HR are what the rota is built from and what the time clock and training measure against - entered once.
Cost:A statutory deadline you'll miss, a manual trawl of inboxes and drives, and a compliance risk you can't quantify.
Fixed:A one-click subject-access export of everything held on a person, and a right-to-erasure that anonymises and soft-deletes behind a surname and password re-confirmation, with the whole request on an audit trail.
Cost:Change buried in an inbox, updated late or never, and an out-of-date record when it matters most.
Fixed:An employee self-service portal - staff update their own address, contact, emergency contacts and communication preferences, upload documents and complete a medical questionnaire, with sensitive changes routed for approval.
AssistantManagerHQ HR is two things at once. It is a secure system of record - encrypted personal, medical and financial data, e-signed contracts, document and right-to-work expiry, ACAS-aligned discipline, a holiday-entitlement engine and a subject-access export and erasure built in. And it is the spine of one platform - the person you recruited becomes the record you employ, train against, build the rota from and clock in; entered once, not four times. A standalone HR tool gives you a filing cabinet with a login; this gives you a defensible record that the rest of the operation runs on.
| Type | Subject | Status |
|---|---|---|
| Export | #25 | Done |
| Erasure | #18 | Progress |
| Rect. | #41 | Done |
| Course | Status |
|---|---|
| Food Safety L2 | Valid |
| Allergens | 28 d |
| First Aid | Overdue |
Add an employee, or convert a hire from Recruitment - the record arrives with their name, contact and start date, ready to complete.
Issue a contract from a template, capture an e-signature by secure link, and file documents with expiry tracking and confidentiality controls.
Record absence, manage holiday entitlement, handle ACAS-aligned discipline, and let staff maintain their own details through self-service.
Everything encrypted and audit-trailed, a subject-access export and erasure on hand - and the same record feeding training, scheduling and the time clock.
Personal, employment, emergency, medical and financial data encrypted at rest.
Template contracts, secure signing links, counter-signature, versioning and PDF.
Typed documents with expiry warnings, confidential flags and self-upload review.
Right-to-work status and document expiry tracked with early warnings.
Warning levels, expiry, investigation, written notice and appeal tracking.
FTE pro-rata, long-service bonus, bank holidays, TOIL/lieu, shutdowns, carry-over and year-end projection.
Raw absence and return-to-work data - pattern scoring is the Bradford Factor module.
Position hierarchy, levels and position-based pay rates with effective dates.
Effective-dated pay records, position-specific, with full history.
Staff maintain their own details; sensitive changes routed for approval.
One-click subject-access export and a confirmed right-to-erasure.
Every change logged with who, when and from where; nothing hard-deleted.
Skim the themes on the left, or scroll the full set. Each capability surfaces the specific frustration it removes and a real-world use case.
Every employee is one record with tabbed screens - personal, emergency, employment, holiday and leave, time and attendance, absence, skills and training, documents, expenses and exit. The sensitive fields are not just stored, they are encrypted at rest: name, address, date of birth, National Insurance and passport numbers, phone and email, bank account, and Article-9 medical data - decrypted only where it is needed and scoped strictly to the business. It is a record you can hand to an auditor, not a spreadsheet you'd have to redact first.
Define the positions in your business as standardised roles with a hierarchy, levels and reporting lines, and attach effective-dated rates of pay - including position-specific rates for people who work more than one role. The positions you hold here are the same ones the rota is built from and training compliance is measured against, so the org structure is defined once and used everywhere.
Pay is a history, not a single number - every rate is recorded with an effective-from and effective-to date, so a rise, a role change or a temporary uplift is on the record with the dates it applied, and you can always answer "what were they on, and when".
Build reusable contract templates with merge variables, instantiate one per employee, and send it as a secure signing link with a seven-day window - or an email-link flow - and capture an e-signature with the date and IP recorded. The employer counter-signs, a PDF is generated and stored, and the status moves Draft → Link sent → Opened → Signed, every change on an audit trail. Issue a new contract and the old one is kept and marked superseded, with the current version flagged - so you can always prove what was agreed and when.
File typed documents - contracts, certificates, ID, licences, right-to-work evidence - each with an optional expiry and a thirty-day warning, a confidential flag for the sensitive ones, and storage scoped per business. Employees can upload their own documents through self-service, but they land in a manager review queue and aren't filed until approved. Expiry stops being something you discover at an audit.
Disciplinary records follow the ACAS shape: informal, verbal, first and final written, dismissal and appeal, each with an issued and an expiry date that is tracked and auto-processed when it lapses. The things a tribunal asks for are fields, not afterthoughts - was the right to be accompanied offered, was an investigation completed, was written notification sent and when, who heard the appeal and what was the outcome. Every case exports to a PDF for the file.
Set your holiday year as an accrual period and your rules as an entitlement policy, and the platform calculates every employee's entitlement properly - base entitlement, FTE pro-rata for part-time and reduced-hours staff, a long-service bonus, hours-to-days conversion, and bank holidays handled by the right region. On top of that it tracks TOIL and lieu days, deducts compulsory-shutdown and closure periods, carries leave over with an expiry, and shows a projected year-end balance so nobody is surprised in December. A live breakdown (taken, pending, booked, available) with adjustments that always carry a reason, and a PDF for the file. Holiday stops being a spreadsheet that never reconciles.
Record an absence with the date and time, how they made contact, the reason, whether cover was attempted, return date and the basic return-to-work assessment fields, with attachments and the manager who dealt with it. This is the factual absence record. The Bradford Factor scoring, pattern detection, return-to-work interviews and the wellbeing-first gate are a dedicated module that reads these absences - see Bradford Factor.
Staff get their own portal: a dashboard with their leave balance and profile completeness, and the ability to update their address, contact number, photo, emergency contacts and communication preferences directly, upload documents into the review queue, and complete a medical questionnaire. Sensitive changes - legal name, date of birth, National Insurance - are routed as a change request for manager or admin approval rather than edited silently. The change-request inbox comes off HR and the record stays current.
When a candidate is hired in Recruitment they're converted into an HR employee record carrying their name, contact details and the start date from the accepted offer, with the role they were hired for noted and the employee referral marked so its bonus can be paid. The record arrives started, not blank - HR completes the contract, holiday and reporting line - but the person you recruited and the person you employ are one record, not a re-key.
The employee's Skills & Training tab is live, not a placeholder: internal and third-party course enrolments with status, scores and completion dates, certificates with issue and expiry, learning-path progress, and a compliance percentage against the training their position requires - plus training hours and cost - with links straight to the full training record and matrix. The people manager sees role-readiness without leaving HR.
The positions and people you hold in HR are what Employee Scheduling builds the rota from, so roles aren't redefined per system. And the time clock writes back: a missed or no-show clock-in can raise an absence on the HR record automatically, so attendance exceptions become HR facts instead of a separate report nobody reconciles.
Employees and their group membership are managed here, and groups are exactly what Checklists, reminders and tasks are assigned to - add someone to the right group on their HR record and the right checklists reach them on day one, with no second setup in another system.
HR is the shared record; the specialised people processes are their own modules working from it - Performance for appraisals, goals, one-to-ones, reviews and improvement plans; Onboarding for the new-starter journey and self-service onboarding; and Bradford Factor for absence scoring, patterns, return-to-work interviews and the wellbeing-first gate. One employee, one record, the right tool for each job.
This isn't "the database is encrypted" hand-waving. Specific fields are encrypted at rest with dedicated types - names, address, date of birth, National Insurance and passport numbers, phone and email, bank sort code and account number, and special-category medical data - and decrypted only at the point of use, scoped to the business. The data a breach would actually hurt you for is the data that's protected.
A subject-access request is a button: export everything held on a person as a downloadable package, Article-15 ready. Right-to-erasure anonymises and soft-deletes the personal data behind a surname confirmation and a password re-entry, with failed attempts audited and the whole request - parent request and per-record trail - kept as evidence that you handled it properly. Admin-only, on the record, defensible.
Every record carries created, updated, who created it and - for the sensitive operations - the IP and browser it was done from, and changes are logged. Nothing is hard-deleted; a soft-delete keeps the history while removing it from view. And every query is scoped to the business and, for managers, to their assigned groups - multi-tenant isolation isn't a setting, it's the default.
Reporting across the workforce - headcount and tenure, turnover and probation pipeline, the long-term absence register and its cost, document-expiry and right-to-work status, the ACAS and return-to-work compliance trail and an equality pack - with PDF exports for contracts, disciplinary records, holiday summaries and an employee report. The numbers a board or an inspector asks for, without a manual count.
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